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The management of Allotments and the creation of group reservations have always been standard functions in protel SPE/MPE. In combination with the Best Western interface, however, both functions were subject to some restrictions in the past - and thus did not offer the usual variety of functions like those offered in the standard version of protel SPE/MPE. We are all the more pleased that both functions have been extensively revised and improved.
The new group functionality is available as soon as you have completed the following updates:
The PMS is updated to 2019.20.212, or higher
The protel Webservices (pWS) are updated to 2.10, or higher
It is important to note that all groups in the PMS created prior to the above-mentioned updates, will continue to function, following the old group functionality. The only way to amend this would be to cancel and recreate the group.
In the new group functionality, the main difference is that a unique internal reservation number (PL number) is created for each room you add to the group. Consequently, they are transmitted to BW as individual reservations and receive a unique CRS number in return. As a result, protel SPE/MPE no longer creates G-rates. All of the reservations within a group are still connected by the Group Master, and any changes made to the Group Master, i.e., new arrival and departure date, etc., appear in all of the room reservations attached to the group. Rate amounts can be overwritten when creating a group reservation. It is also possible for you to create groups in other areas of protel SPE/MPE, i.e., Room Plan, and they will be correctly exported to BW. Being able to quickly compare the inventory between protel SPE/MPE and the Best Western Member Web, makes the user experience a lot friendlier and less prone to errors than the old group functionality.
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When using the new group handling each room is transmitted individually. To ensure that BW interprets these rooms as a group, you need to create a new group rate code – in accordance with the local BW affiliate and use it when creating the groups in protel SPE/MPE. Once these agreed-upon rates have been created in protel SPE/MPE, the supporting office needs to map them to the BW interface via the protel Cloud. Only then they will be correctly transmitted to BW. |
You can easily create group reservations in protel's room type plan or room plan.
Open the room type plan in protel. Enter the number of desired rooms into the column next to the desired room type - see the following screenshot.
Use your mouse to drag the reservation across the desired time period - see the following screenshot.
If necessary, add additional room type reservations.
Confirm your reservation with <Enter>.
Confirm the question whether you want to create a group reservation with [Yes]. Afterwards, the reservation dialog box containing the entered data opens.
Now, simply enter the name or the starting letters of the group's name into the Group field and hit <Enter>. The guest profile search opens in order to allot the reservations to a group.
Allocate an existing guest profile of the Group type or create a new guest profile.
Now select the Best Western group rate code in the reservation dialog box. This is optional, but is recommended so that Best Western interprets the reservation as a coherent group (useful for evaluations) – see section above.
In the reservation summary, click on [OK] and confirm the question about whether or not you would like to create a group master invoice with [Yes].
In the Payment Instructions window, select a routing, as need arises, e.g., "Logis to B" ([frequently used instructions]).
Click on [OK] and select the [Group member and Master] option in the next dialog box.
Once the group reservations have been successfully created, each group member receives an exclusive confirmation number both in the CRS as well as in protel.
When creating groups by means of the room type plan: Use the room distribution in the group master to allocate a room to the individual partial reservations.
NOTE: If the group reservation is created as room type reservation, it will be booked from the existing supply of the reserved room type(s). The reserved rooms will first be displayed in the room plan when the individual members of a group have been allocated to a room in the group master!
Open the room plan in protel.
Drag the first reservation into the desired room and then to the desired time period, without confirming it with [Enter] or with the right mouse button.
Add more reservations immediately afterwards by making another reservation (arrival and departure dates may differ).
Open as many reservations as you like:
To complete the reservations, press the Enter key or open the context menu (right mouse button) and select the Reserve command. The Reservation Screen opens
Now, simply enter the name of the group into the Group field and hit the [Enter] key. The guest search opens.
Select an existing guest profile from the Group profile type or alternatively create a new guest profile.
Now select the Best Western group rate code in the reservation dialog box. This is optional, but is recommended so that Best Western interprets the reservation as a coherent group (useful for evaluations) – see section above.
Click on [OK] and confirm the question whether you want to create a group master invoice with [Yes].
In the payment instructions window, select a routing, e.g., "Logis to B" ([frequently used instructions]).
Click on [OK] and select the [Group member and Master] option in the following dialog box..
Once the group reservations have been successfully created, each group member receives an exclusive confirmation number both in the CRS as well as in protel.
